Central Okanagan KLO Campus Joint Occupational Safety and Health Committee - Meeting Minutes October 4 th,. Room B130 10:00 am 11:00 am Co-Chairs: Worker Chair : H. Carson, Student Life Activities, BCGEU-SS Employer Chair: M. McCrea-Silva, International Members: Name Portfolio / Division Representation Absent Guest Resource J. Korcok M. Beerkens M. Peissard B. Lawson Y. Khmelevsky G. Kershaw A. Doody B. Piontek D. Warren M. McCrea-Silva Deb Peterson A. Kortzman E. Pecheanu Faculty Chemistry Software & Support Services Vocational Trades Vocational Health Faculty Computer Science Facilities & Business Services Facilities & Business Services Facilities & Business Services Faculty Computer Science International Resource Recorder OCFA BCGEU-SS BCGEU-VI BCGEU-VI OCFA Employer Employer Employer OCFA Employer STANDARD AGENDA ITEMS Establish quorum Quorum was confirmed and H. Carson acted as Chair. Approval of Agenda & Previous Minutes Agenda approved (G. Kershaw, M. Peissard) Minutes approved (G. Kershaw, M. Peissard) Review of Action Items Report The outstanding action items report was reviewed and updates provided. STANDARD INFORMATION ITEMS Incident reports: 7 incidents in (students) Kelowna 4; Salmon Arm 1; Penticton 2 First Aid Only 5; Ambulance - 2 Alex provided additional details on the two Ambulance incidents NEW BUSINESS JOHS KLO Minutes October page 1 of 10
Awareness week preparation: Schedule: Day (10 am to 2 pm) Location Committee Members Tue. - Nov 1 st Trades M. Beerkens & M. Peissard Wed. - Nov 2 nd C bldg. 2nd floor J. Korcok & A. Kortzman Thurs. Nov 3 rd Trades Atrium H. Carson & A. Kortzman Fri. Nov 4 th E bldg. - Atrium M. McCrea & A. Kortzman L. Nickel (Public Affairs) will be working on the poster Five faculty members are willing to help following Jasmine s email M. Peissard to ask M. Walker to email all instructors in Trades H. Carson will look after the raffle tickets (either purchase or print customized) M. Beerkens will provide what s wrong with the image posters Two draw boxes: one for wearing PPE and one for poster challenge Follow-up with D. Petrie about the two hoodies for prizes A. Kortzman contacted suppliers and received positive response on donations for the event SunRype has agreed to donate 300 bars & juices J. Korcok emailed STH Dean (currently away) to forward email to all faculty H. Carson will obtain a backdrop from the WSBC contact Lindy Monahan Discussion on whether setting up a laptop and TV would take too much time; at the same time, the table must attract students attention. Suggestion: wearing PPE (vest, etc.) Once all details are finalized, D. Peterson to send email soon to begin promotion campaign to T. Finley (College Matters, Inside OC) and to OCAD. One more prep after Thanksgiving Next : Tuesday, November 8, P111G G. Kershaw adjourned the ; H. Carson seconded. The concluded at 11:08 am Minutes taken by E. Pecheanu JOHS KLO Minutes October page 2 of 10
KLO CAMPUS JOHS COMMITTEE ACTION ITEMS updated Action Item Description OPI Status/ETA 2015-02-04 Review of Muster Points C Hayman Feb 2015 Ensure maps identifying muster points are updated and posted on the website; confirm the Emergency Wardens to ensure appropriate coverage Mar 2015 Meeting scheduled April 14 with FM to discuss Fire Safety Plans once copies received May 2015 Muster Point revisions to be recommended to KFD for approval June 2015 M Peissard requested an update on muster stations for Trades during construction Sept 15 2015 Campus walkabout C Hayman + G Kershaw to determine Assembly Points and revisions suggested to existing Trades signage for locations and access/egress routes Dec 7 2015 Campus Fire Safety Plan and maps to be approved by KFD prior to permanently relocating any current evacuation signage / locations Jan 13 Suggestion for KFD to be onsite during January fire drills and review muster points at the same time C Hayman with FM C Hayman, FM, KFD C Hayman with FM G Kershaw to update current signage C Hayman / P Csandl with KFD P Csandl After EOC training in March Update by May Meeting TBD complete Under review with P Csandl / S Robinson outstanding To be scheduled To be scheduled Feb 15 Campus tour with KFD (Rick Eupers) identified areas of improvement and the confirmation that OC could consider the implementation of a 2stage evacuation for the Trades shops and yard. C Hayman / P Csandl with R Werger, Trades Feb 15, Emergency Assembly Point signs will replace the C Hayman / S current muster station locations Robinson Mar 2, Signs have been received and will be installed FM Before April 6, Installation has begun and will be 2 per post Some revision to assembly areas campus maps and fire plan to be updated (J Daslvaag) May 3, Some confusion reported for signage location in the new Trades bldg. June 7, Trades students are informed on the muster point locations during orientation 2015-09-02 Short term Haz Waste storage Sept 02, 2015 A written response to the Haz Waste request will be provided to the co-chairs. Sept 23, 2015 Email response issued: may require a different solution for each Campus FM FM Before March 31 March 31 G. Wallman CLOSED D Peterson Within 21 days = Sep 23, 2015 D Peterson complete Oct 7, 2015 The solution for KLO Campus will be a single storage C Hayman for D Monthly JOHS KLO Minutes October page 3 of 10
location for Campus Haz Waste. Site prep, fencing and container costs are being identified for funding and implementation Nov 4, 2015 Continue with temporary solution of additional haz waste cabinets and increase pick-ups to twice each semester. Installation will now need to be postponed until Spring (paving, ditching power lines to site location) Dec 7, 2015 Quotes received for a /17 funding request to install 2 exterior, self-contained haz waste storage units to be installed on a concrete pad adjacent to the water tower unit behind the C blg. A separate recycling/controlled waste depot located adjacent to the Trades yard is also under development. Jan 13, Site prep goal April is 1st and the self-contained haz waste storage units to be acquired post April Peterson C Hayman for D Peterson D Peterson, ABRMS/FM D Peterson, ABRMS/FM updates to continue Monthly updates to continue April 19, Site prep approved: pour concrete and erect fencing. Containers on-site +/- July G Kershaw, FM May 31, July 5, Containers still not on site G Kershaw, FM 13, Containers are on site and placement adjusted yesterday to be able to connect to Hydro; fencing can now be brought in to secure the site; will have Salto access setup (currently only key) Salto installed on doors; list of employees that need access to be finalized and access to be granted. Instructions to be given to user on the equipment (e.g.: temperature not to be changed) MetFab. students will build shelves for the interior. Policy on how to move and store chemicals (A. Kortzman will meet with L. Lermer) Current padlock to be upgraded 2015-09-04 Inspection of Shower Deluge and Eye Wash stations Sept 02, 2015 Facilities Management (S Robinson) will be sent the recommendation for written response to the cochairs. Sept 23, 2015 Email response issued: baseline testing will establish level of effort to complete and identify any non-compliance of unit install and performance Oct 7, 2015 A thorough inspection of each unit is for flow rate, temperature and installation criteria (height, distance from obstacles, within 55 from hazard, etc). A status report will be shared with all G Kershaw, FM G. Kershaw, FM C Hayman to assist Co-Chairs S Robinson S Robinson Within 21 days = Sep 23, 2015 complete complete JOHS KLO Minutes October page 4 of 10
Campus Committees Nov 17, 2015 Results of baseline testing are posted under Committee inspections on OC website: 1 unit to be installed; 2 units to be replaced; 3 unit temp to be adjusted or tank to be replaced. Dec 7, 2015 Monthly inspections will require formal documentation of duties to determine who can be assigned responsibility to perform Dec 9, 2015 Members are encouraged to review the inspection details including assessment criteria per the WSBC regulations and ANSI standards, methodology and priority rating posted on the JOHS Committee website page in Nov: http://www.okanagan.bc.ca/health Safety_Com mittees.html Jan 13, Of the 6 units identified College-wide for urgent replacement, 2 can be addressed in-house prior to April 1 st. Other repairs and improvement to units, such as flow and temp, are. A New Initiative has been submitted for an additional FM staff to complete the monthly testing (60-70 hrs/mth @ 1hour per unit + travel time). Updates and a review of priorities should be maintained with the Chairs of Depts. (Chemistry, WET, Biology) requesting the original review. Consultations will be held prior to work commencing regarding access to classrooms and timing, etc. in line with standard FM procedures and via the Reg Dean. Other works to be scheduled in the summer. Feb 3, All high risk issues have been corrected (high water temp and low flow) Feb 15, Identification of standard eye wash, combo units and signage to ensure consistent installation at all OC locations moving forward Feb 15, A wall mounted unit will be installed in Autobody/Collision on an interim basis and in the Vernon Chem bunker on a permanent basis Mar 2, Autobody installed yet Vernon postponed until location is approved by FM electricians C Hayman S Robinson to review and seek clarification if required S Robinson, FM & C Hayman, HSEMS P Csandl S Robinson S Robinson Complete Before the next On-going Complete Complete Before March 31 P Csandl Before March 31 April 6, Eyewash station in Vernon Bunker installed FM complete April 19, Five (5) eyewash stations purchased with year-end funds, but no funds to install yet (OC staff not S Robinson, FM JOHS KLO Minutes October page 5 of 10
certified to perform the work). Request for capital funding not yet confirmed May 3, An auxiliary staff hired to do the monthly testing G. Kershaw/FM throughout the summer. Noncompliant units need to be replaced on a priority basis (Automotive purchased one unit) Installation of 5 units purchased at year end needs to be scheduled. June 7, Testing is being done starting June 7 FM Permanent position hired for ongoing maintenance G. Kershaw/FM 13, and testing Casey King; toolkit, testing procedures were created by auxiliary. On Sept 20, a local rep will meet with FBS re supplying generic parts for older eye wash and shower deluge units where parts are no longer available. C. King is taking over from R. Oliynyk. Acklands-Grainger : the generic parts kit will accommodate updates for 80-90% units G. Kershaw, FM 2015-10-01 Campus Awareness for First Aid Response Instructions to Occupants poster C. Hayman Draft for next Oct 01, 2015 Develop an info summary for the back of classroom entry doors and common areas ( rooms) with emergency and evacuation procedures. Nov 3, 2015 An Instructions to Occupants Emergency Procedures poster in use at Capilano University was sent to all members as an example of information to be posted on the back of each classroom and boardroom door. Feedback and comments are encouraged to adopt the content for use at the Kelowna Campus. Dec 8, 2015 Draft content based on Nov feedback was summarized for Committee review and comments prior to drafting an OC poster. A Campus map with First Aid rooms, AEDs, Muster Stations is posted on the Committee website Dec 9, 2015 Members will review the draft for comments prior to developing a poster style format Members to review and provide feedback Nov Member feedback by Jan Member feedback by Jan Jan 13, Little feedback received thus far. The goal of the exercise was to capture the content (word doc) prior to focusing on the format (poster). Other Safety & Security: content; communication options were discussed. The Fire PA: visual Orders next to the fire floor plans next to main aspect; entrances and elevators could be the initial posting FM: distribution location. Feb 15, After informally surveying other PSI, C Hayman has All Next JOHS JOHS KLO Minutes October page 6 of 10
revised the occupant poster for member feedback Mar 2, Revised poster wording was too long; Carolyn presented the latest draft. April 6, All FAA, Security and Emergency Wardens to review and provide feedback. Once content is established, forward to PA for design and polish prior to distribution for final input with a goal to launch before. May 3, Once the content and design are finalized subsequent to the larger consultation group, delivery to students may have various communication methods (QR code, poster, orientation sessions; slide on TVs). Input will be received from staff at each campus. July 5, Not a lot of feedback received. C. Hayman will send out the document again Move forward to a later date 13, Move forward to a later date -02-01 Inspections sign-up Feb 3, are to sign-up for inspections with a goal to complete all Campus areas by June 30 April 6, No inspections completed so far. Goal to complete by end of June. June 7, Inspections completed H and B buildings. More inspections to be scheduled and completed in the following weeks July 5, Inspections completed: A, C, CA, S. P Bldg. to be completed this week. 13, Inspections to be done once per year; schedule is flexible. E building is complete other than one floor and also Library (to be done Nov) (M. McCrea-Silva, M. Beerkens); P building complete G. Wallman and FBS support staff; Trades auto, HD, area behind HD completed by A. Kortzman; A. Kortzman will compile what has and has not been done for review at next. M. Peissard offered to do inspections Friday afternoons during his development time. E bldg. to be completed Oct-Nov (M. Beerkens) Trades: M. Peissard available on Fridays afternoon HSEMS to distribute C Hayman Next JOHS By August C. Hayman By August Before the next A. Kortzman M. Beerkens, M. Peissard JOHS KLO Minutes October page 7 of 10
(after October 10) -04-01 OFA L2 kit on Security golf-cart April 6, OFA L2 kit to be kept on Security golf-cart at all times and meet the FAA at the incident location June 7, OFA L2 kit complete. Locked box to be researched for cart to store kit and O2 July 5, Existing locked box on Security cart may be too small to accommodate kit plus O2 tank. 13, A. Kortzman would like to have basic level 1 kit for Security s use and also sealed Level 2 kit and O2 tank brought along for OFA 2 FAA use. A. Kortzman will confirm if lockbox will fit both Level 1 and 2 kits. A. Kortzman looking for a way to secure kit on the cart. More than one Level 2 kit may be needed as all security guards will have Level 2-04-02 Ladder safety course May 3, Course completed April 8, more scheduled for May June 7, Training completed for IT and Facilities. More sessions to be scheduled for other campuses July 5, G. Wallman is trying to schedule training sessions at the other campuses on the same days as the JOHS s 13, No update on training sessions. A. Kortzman will look into. Currently, D. Peterson advised that OC is completing a ladder inventory to ensure ladders are up to standard and comply; OC will rent scaffolding/ equipment on a per time basis as required. Alex will get back to the committee. Ladder inventory completed; going out for price and delivery for options G Wallman G. Wallman G. Wallman A. Kortzman A. Kortzman G. Wallman G. Wallman G. Wallman A. Kortzman A. Kortzman D. Peterson -04-03 JOHS group in myokanagan May 3, Process started with IT C. Hayman June 7, Most committee members added to the group list. G. Wallman To be finalized July 5, Work in progress. H Carson will assist with the member list and posting documents (minutes). G. Wallman & H Carson 13, Heather will confirm all members are on the list. H. Carson Ongoing; update as needed H. Carson will submit an IT service request to be H. Carson ongoing granted admin right to the group; will then add all JOHS KLO Minutes October page 8 of 10
new members -06-01 Incident Investigation June 7, The members recommend that the employer consider the optional signatures on the WCBC EIIR form be made mandatory HSEMS By next (July) July 5, Recommendation to be forwarded to employer C. Hayman D. Peterson will check into D. Peterson 13, D. Peterson will check into D. Peterson -06-02 PPE Compliance Education June 7, Communication through email, Inside Okanagan, student orientation, department s. Message content to be drafted for the review of all JOHS Committees prior to submission July 5, Content to be reviewed with G. Wallman and H Carson will assist with the development of promotional campaign ideas 13, OC s first OHS Awareness Week, dates confirmed for Nov 1-4,. See New Business above. See discussion under New Business -06-03 PPE Compliance Enforcement June 7, Additional security can be hired to restrict access to non-complying staff & students (2 weeks; depending on budget) Bring forward to next. 13, Trades compound gates are now locked. The education will hopefully help with the problem. Instructors are constantly training students on the importance of PPE -06-04 Security Office furniture upgrade June 7, A. Doody to connect with Supply Management to replace old furniture in the Security Office. Bring forward to next. 13, L. Breitsprecher (Supply Management) is looking into replacing the furniture. G Wallman & M Beerkens G. Wallman & H Carson H. Carson M. Beerkens J. Korcok A Doody A. Doody A Doody A. Doody End of August End of CLOSED Before next CLOSED JOHS KLO Minutes October page 9 of 10
-07-05 Combustible metals fire extinguisher July 7, G Kershaw will review and provide recommendations for Class D (combustible metal) fire extinguisher(s) in the C blg labs. G Kershaw By August JOHS 13, C372 Class D fire extinguisher is located at the back of C372. A. Kortzman will review best location for specialty fire extinguisher. Look at needs (do we purchase additional units, cost, size, price) G Kershaw will look into. Also, J. Korcok advised that 10 fire extinguishers in C Building were out of date G. Kershaw will look into. Class D extinguishers quoted between $500 and $2,000. Suggestion: CO2 extinguishers ($2-300) Waiting for response from Kelowna Fire Dept. on whether the CO2s meet the legal requirements. (Discussion on the types of extinguishers and the responsibility to exit safely vs. fighting the fire ) A. Kortzman G. Kershaw G. Kershaw JOHS KLO Minutes October page 10 of 10